Local correspondence can be created and uploaded to replace any of the letters that are currently printed when a trigger is encountered in OSST. The common letters that currently exist in OSST (and their associated triggers) are listed in the following table:
|
|
COMMON NAME |
TRIGGER |
|
1 |
Agreement for Up-front Diversion Payment/Service (CF-ES 2075 and 2073B) |
When diversion is added as a Service to the customer's case |
|
2 |
Appointment Letter |
When an activity or training is added. Or, when one of the following services is added: Employment Counseling, Education Counseling, Other Counseling |
|
3 |
Child Care Application and Authorization (CFFSP 5002) |
When Welfare Transition Child Care is added to the customer's case |
|
4 |
Hardship Exemption Notification |
When adding a 'first hardship date' and 'appointment date' |
|
5 |
Hardship Exemption Second Notification |
When adding or updating a 'second hardship date' and 'appointment date' |
|
6 |
JPR Reminder |
No trigger- use 'Searches' functionality to generate a list of customers, then use the Mail Merge functionality |
|
7 |
Notice of Child Care Status (CFFSP 5235) |
When Welfare Transition Child Care is ended (indicated by inputting an outcome and end date) |
|
8 |
Transitional Letter |
No trigger- use 'Searches' functionality to generate a list of customers, then use the Mail Merge functionality |
|
9 |
Notice of Failure to Participate and Possible Sanction (CF-ES 2290) |
When inputting the Pre-Penalty steps on the Sanctions page |
|
10 |
Notice of Failure to Demonstrate Satisfactory Compliance (CF-ES 2292) |
When requesting a Penalty from the Sanctions page |
|
11 |
Request for Medical Verification |
When requesting the following deferral reasons: Medical Deferral (less than 90 days), Medical Deferral (90 days or more) |
Because the correspondence administration is included in the Security Maintenance screens, local correspondence can only be uploaded by a Security Administrator. Any of the letters in the table above an be replaced with local correspondence by following these steps:
Step 1: Create a letter in Microsoft Word.
Information that is generic to all customers or all units (such as the general message of the letter) can be entered by typing the letter text in the same way that you would a normal document; however, when entering information that is specific to a customer or a case manager (such as First Name, Last Name, or Case Manager's phone number), the variables within the following table should be used. There are 83 variables defined. These variables map to the customer and unit data stored in OSST, and are the only variables that can be used when creating local correspondence. When you type the variables into the letter text, be sure to type them exactly as they appear in this table (% signs included).
|
|
Variable |
Definition |
|
1 |
%DATE%
|
Date (System date will populate the letter if this variable is used) |
|
2 |
%FNAME% |
Customer's First Name |
|
3 |
%LNAME% |
Customer's Last Name |
|
4 |
%MI% |
Customer's Middle Initial |
|
5 |
%ADDRESS1% |
Customer's First line of his/her living address |
|
6 |
%ADDRESS2% |
Customer's Second line of his/her living address (e.g., Apt #) |
|
7 |
%CITY% |
Customer's City of residence (as listed in his/her primary contact information) |
|
8 |
%STATE% |
Customer's State of residence (as listed in his/her primary contact information) |
|
9 |
%ZIPCODE% |
Customer's zipcode (as listed in his/her primary contact information) |
|
10 |
%RFA% |
Customer's RFA (Request for Assistance) Number |
|
11 |
%SSN% |
Customer's Social Security Number |
|
12 |
%DOB% |
Customer's Date of Birth |
|
13 |
%SEX% |
Customer's gender |
|
14 |
%RACE% |
Customer's race |
|
15 |
%INFRACTION1% |
Pre-Penalty Reason for a Sanction |
|
16 |
%INFRACTIONDATE1% |
Pre-Penalty Date for a Sanction |
|
17 |
%INFRACTION2% |
Request for Penalty Reason for a Sanction |
|
18 |
%INFRACTIONDATE2% |
Request for Penalty Date for a Sanction |
|
19 |
%SANCLEVEL% |
Customer's Sanction Level |
|
20 |
%DATEPLUS10% |
Ten Days from Current Date |
|
21 |
%DATEPLUS90% |
Ninety Days from Current Date |
|
22 |
%CHILD1% |
Name of child #1 |
|
23 |
%CHILDSSN1% |
Social Security Number for child #1 |
|
24 |
%CHILDDOB1% |
Date of Birth for child #1 |
|
25 |
%CHILDSEX1% |
Gender of child #1 |
|
26 |
%CHILDRACE1% |
Race of child #1 |
|
27 |
%CHILD2% |
Name of child #2 |
|
28 |
%CHILDSSN2% |
Social Security Number for child #2 |
|
29 |
%CHILDDOB2% |
Date of Birth for child #2 |
|
30 |
%CHILDSEX2% |
Gender of child #2 |
|
31 |
%CHILDRACE2% |
Race of child #2 |
|
32 |
%CHILD3% |
Name of child #3 |
|
33 |
%CHILDSSN3% |
Social Security Number for child #3 |
|
34 |
%CHILDDOB3% |
Date of Birth for child #3 |
|
35 |
%CHILDSEX3% |
Gender of child #3 |
|
36 |
%CHILDRACE3% |
Race of child #3 |
|
37 |
%CHILD4% |
Name of child #4 |
|
38 |
%CHILDSSN4% |
Social Security Number for child #4 |
|
39 |
%CHILDDOB4% |
Date of Birth for child #4 |
|
40 |
%CHILDSEX4% |
Gender of child #4 |
|
41 |
%CHILDRACE4% |
Race of child #4 |
|
42 |
%CHILD5% |
Name of child #5 |
|
43 |
%CHILDSSN5% |
Social Security Number for child #5 |
|
44 |
%CHILDDOB5% |
Date of Birth for child #5 |
|
45 |
%CHILDSEX5% |
Gender of child #5 |
|
46 |
%CHILDRACE5% |
Race of child #5 |
|
47 |
%CHILD6% |
Name of child #6 |
|
48 |
%CHILDSSN6% |
Social Security Number for child #6 |
|
49 |
%CHILDDOB6% |
Date of Birth for child #6 |
|
50 |
%CHILDSEX6% |
Gender of child #6 |
|
51 |
%CHILDRACE6% |
Race of child #6 |
|
52 |
%CHILD7% |
Name of child #7 |
|
53 |
%CHILDSSN7% |
Social Security Number for child #7 |
|
54 |
%CHILDDOB7% |
Date of Birth for child #7 |
|
55 |
%CHILDSEX7% |
Gender of child #7 |
|
56 |
%CHILDRACE7% |
Race of child #7 |
|
57 |
%CHILD8% |
Name of child #8 |
|
58 |
%CHILDSSN8% |
Social Security Number for child #8 |
|
59 |
%CHILDDOB8% |
Date of Birth for child #8 |
|
60 |
%CHILDSEX8% |
Gender of child #8 |
|
61 |
%CHILDRACE8% |
Race of child #8 |
|
62 |
%CHILD9% |
Name of child #9 |
|
63 |
%CHILDSSN9% |
Social Security Number for child #9 |
|
64 |
%CHILDDOB9% |
Date of Birth for child #9 |
|
65 |
%CHILDSEX9% |
Gender of child #9 |
|
66 |
%CHILDRACE9% |
Race of child #9 |
|
67 |
%CHILD10% |
Name of child #10 |
|
68 |
%CHILDSSN10% |
Social Security Number for child #10 |
|
69 |
%CHILDDOB10% |
Date of Birth for child #10 |
|
70 |
%CHILDSEX10% |
Gender of child #10 |
|
71 |
%CHILDRACE10% |
Race of child #10 |
|
72 |
%UNIT% |
Unit Number |
|
73 |
%UNITNAME% |
Unit Name |
|
74 |
%UNITADDRESS1% |
First line of Unit Address |
|
75 |
%UNITADDRESS2% |
Second line of Unit Address (if necessary) |
|
76 |
%UNITCITY% |
City where unit is located |
|
77 |
%UNITSTATE% |
State where unit is located |
|
78 |
%UNITZIPCODE% |
Zipcode where unit is located |
|
79 |
%UNITFAX% |
The customer's case manager's fax number |
|
80
|
%UNITPHONE% |
The customer's case manager's primary phone number |
|
81 |
%UNITCONTACT% |
The customer's case manager |
|
82 |
%HARD1DATE% |
Date that the first Hardship Appointment was mailed |
|
83 |
%HARD2DATE%
|
Date that the second Hardship Appointment was mailed |
Step 2: Save the document as an .rtf file.
When the letter is completed, save the file as an .rtf file. From within Microsoft Word, this is done by clicking 'File,' then 'Save As' on your tool bar. A pop up box will appear. In the 'Save As Type' drop down box , select 'Rich Text Format (*.rtf).' Click 'Save.'
Step 3: Login to the Security Maintenance screens to access trigger maintenance.
Login to the Security Maintenance screens.
Mouse over the 'Maintain Units' option at the top of the screen and select 'Trigger Admin.' This launches the 'Print Trigger Administration' screen.
Step 4: Utilize the Print Trigger Administration page.
This screen allows the Security Administrator to view all potential points within OSST when a letter can be generated. This screen provides a view for the letters within a particular County in OSST. From this screen, a Security Administrator can also link to edit the active status and the letter associated with any of the listed triggers. Any updates that are made to these triggers are made based on the county (not for a region, not for a specific unit). This means that if a letter should be uploaded for an entire Region- the Security Administrator must ensure that each county for that Region has been updated to trigger that specific letter.
Currently, there are 26 trigger points defined in the application. When OSST goes live in any region, there are eleven common letters that are defaulted to generate when triggered. The remaining fifteen triggers (if the region decides to associate a letter with that trigger) must be tied to local correspondence. Any of the 26 trigger points (including those where a common letter is defined) can be replaced with local correspondence.
If a letter/trigger is listed with an Active Status of 'No,' this means that either the trigger has been turned off OR a letter does not currently exist for this trigger. If a letter/trigger is listed with an Active Status of 'Yes,' this means that a letter does currently exist for this trigger (either the default letter or the locally defined letter) and that it has been set to be active.
Step 5: Edit a Trigger.
Before you edit any of the listed triggers, make sure that you have selected the county in which you are editing triggers from the drop down box.
From the 'Print Trigger Administration' main page, click the 'Edit' link next to the specific letter/trigger that you want to edit. Clicking Edit brings you to the detail for that specific letter/trigger. The page is divided into four sections: A Trigger Description section, An Active Status section, A Letter Status section and a Customer Letter Upload section.
Trigger Description: Provides the title of the letter and a description of when it is triggered.
Active Status: To activate or the current trigger, click the 'Yes' radio button. To inactivate the current trigger, click the 'No' radio button.
Letter Status: If a default letter exists for the letter, you will have an option to check a box for "Use System's Default Letter." If a default letter does not exist, and a custom letter has not been uploaded, this section will inform you that you "Need to upload a document." If both a system default letter and a custom letter exist, you must check which one should be used as the trigger letter. The 'Letter Status' section also allows you to view the current letter that is generated for this particular trigger.
Custom Letter Upload: Clicking the Browse button will let you navigate through the files on your computer to locate the .rtf file you wish to upload for the custom letter.
Step 6: Save your changes.
When you have finished making all changes, don't forget to click 'Save/Continue.'